Classrooms define how capacity is counted in Butterfli. A classroom can represent a physical room, a learning environment, or an extra-curricular activity—depending on how your school operates.

• Classrooms are created once and then assigned to programs.
• A classroom can be reused across multiple programs as long as the program dates do not overlap.

When to Create a New Classroom

Create a new classroom whenever** two programs overlap in dates,** even if they serve the same age group or use the same physical space.

If Program A and Program B run during the same date range, each program must have its own classroom.

Example:

• **Casa Room 1 **is linked to the Casa Program- Dates: September 2027 – June 2028
• You create a Casa Before Care Program- Dates: September 2027 – June 2028

Because the program dates overlap, you must create a new classroom, such as Before Care Room 1, instead of reusing Casa Room 1.

Why This is Required:

Separate classrooms ensure:

• Accurate student enrollment
• Correct capacity tracking
• Clear classroom rosters tied to the right program and schedule

Best practice:

Even when the same physical room is used:

• Treat each overlapping program as a separate classroom
• Use clear, program-specific classroom names to avoid confusion

Create a New Classroom

To add a new classroom:

1. From the navigation menu, select Programs
2. Choose Classrooms
3. Click** Add Classroom** in the top-right corner
4. Complete the fields in the Add New Classroom window, as outlined below

Classroom Name

Enter a clear and recognizable name for the classroom. This name should match how your team refers to the space internally, such as:

• Casa A
• Toddler Room 1
• Classroom B
• Skating Group 1

**Best practice: **

Use consistent naming conventions so classrooms are easy to identify across years and programs.

Rule:

You must use unique classroom names.

Capacity

Enter the maximum number of students that can be enrolled in this classroom at one time.

Capacity is used by the system to:

• Track daily enrollment counts
• Identify available or over-capacity situations
• Support accurate enrollment and planning decisions

Example:

If this classroom will be used for a Toddler or Casa program and is licensed for 15 children, enter 15 as the capacity.

Assigning a Classroom to a Program

Creating a classroom does not automatically assign it to a program. After creating the classroom, you must associate it with one or more programs.

To assign a classroom to a program:

1. Go to Program List
2. Locate the program you want to assign the classroom to

(for example: Casa Program 2027/2028) 3. Click the** three dots** in the Actions column 4. Select Edit Program 5. In the pop-up window, open the Classrooms tab 6. Add the newly created classroom to the program

Using Classrooms Across Multiple Programs

A classroom can be assigned to multiple programs, provided that the program dates do not overlap.

Example:

• Casa Program 2027/2028
• Casa Program 2028/2029

In this case, the same classroom can be reused because the program periods are sequential.

If program dates overlap, the system will prevent assignment. In that scenario, you may need to:

• Adjust program dates, or
• Create a separate classroom to represent a concurrent space

Important Note

• Classrooms are shared resources and should be created thoughtfully
• Capacity applies across all assigned programs for the active date range
• Overlapping program dates require separate classrooms, even if the physical space is the same